Facilities Administrative Clerk

Please note:  Only Canadian Citizens, legal residents or residents with a legal work permit will be considered.

STATUS: This is a regular full-time position

REQ ID: 2025-017

SALARY: Commensurate with qualifications and experience
Minimun: $43,758
Maximum: $54,697

BENEFITS: Medical, dental, vacation, sick leave, long term disability and pension

LOCATION: Hope to Health Clinic

ORGANIZATION: The BC-CfE is a world-renowned HIV/AIDS Centre with innovative, low barrier approach to healthcare delivery in clinical practice and an integrated group of research concentrations in Laboratory Sciences, Clinical Trials, Population Health and Epidemiology, Health Economics and Professional Education Programs. A multidisciplinary team of clinicians including Physicians, Nurses, Social Workers and Peers and researchers including Health Economists, Epidemiologists, Clinical Researchers, Statisticians, Programmers, and Data Analysts work collaboratively to improve the health of British Columbians with HIV and communities facing socio-economic barriers in accessing healthcare.

ROLE: Working under the direction of the Facilities Manager, the Facilities Clerk performs a variety of clerical duties to assist the operations of BC-CfE. The Facilities Administrative Clerk provides administrative and clerical support to the Facilities department, ensuring smooth operations of office and building maintenance activities. This role involves managing records, coordinating maintenance requests, liaising with vendors, and assisting with daily facility operations.

RESPONSIBILITIES:

• Administrative Support for Facilities operations and projects such as maintain and organize facilities-related documents, contracts, and reports.
• Prepare correspondence, reports, and presentations.
• Manage office supplies inventory and order replacements as needed.
• Handle incoming calls and emails related to facility issues and direct them appropriately projects
• Proficiency with Microsoft Office Suite to streamline and organize records such as Inventory logs, maintenance schedules, calendar, and repair logs, operational reports, file organization structure, meeting room booking system, cleaning logs and inventory
• Enhanced Logistics Support such as ordering, coordination with vendors for accurate, timely orders, ensuring proper documentation and storage of supplies, assisting in transferring delivered orders between locations.
• Receive and process maintenance requests, ensuring timely resolution.
• Assist in scheduling and coordinating building maintenance, repairs, and inspections
• Communicate and coordinate with vendors and service providers, ensuring compliance with contracts and service agreements.
• Assist in tracking facility expenses and assist in budget preparation. Liaising with internal teams and external suppliers to maintain a smooth supply chain.
• Provides additional support for maintenance personnel during absences or high-demand periods.
• Support office space planning and employee workstation assignments Assisting with moving furniture, equipment, and supplies.
• Support Maintenance in handling basic maintenance tasks or coordinating replacements.
• Performing regular cleaning and janitorial services as needed.
• Perform daily facilities checks: note down any facilities/maintenance concerns, parking violations, etc. and report back to Facilities Manager
• Respond to facilities issues or maintenance requests from BC-CfE employees under direction from the Facilities Manager.
• Maintain records of safety inspections and compliance documents.
• Assist in organizing safety training sessions and emergency preparedness drills. Ensure facilities are aligned with workplace safety regulations and guidelines. Support office space planning and employee workstation assignments.
• Coordinate logistics for office moves, furniture setup, and minor renovations.
• Preform other duties as required

QUALIFICATIONS:

Education, Training and Experience
Grade 12 supplemented by an Office Administration Certificate and two (2) years of recent related experience, or an equivalent combination of education, training and experience. Proficiency with MS Office (Word, Excel, Outlook) required.

Skills and Abilities

• Ability to maintain confidentiality and exercise discretion
• Strong organizational skills
• Goal-oriented and can-do attitude
• Flexible to changes in workflow
• Demonstrated knowledge of administrative and clerical procedures
• Demonstrated knowledge of excellent customer service principles and practices
• Ability to be sensitive, tactful and diplomatic with clients and the public
• Ability to communicate effectively both verbally and in writing
• Ability to work independently and effectively with others
• Ability to organize and prioritize work
• Ability to work under pressure; ability to de-escalate conflict
• Ability to operate related equipment
• Physical ability to carry out the duties of the position.

CONTACT: Human Resources Coordinator; careers@bccfe.ca

Please include resume and cover letter in your application, and include the job title you are applying for in your email subject line.

APPLICATION DEADLINE: Until the position is filled